Flight Scheduling Coordinator

PepsiCo • White Plains, NY, US • $66.70k - $103.90k / year • 2w ago

Overview:

Schedule and coordinate use of PepsiCo aircraft and crews to support high-priority travel for Company executives.
Assist requesters with trip planning to make efficient use of time and resources.
Flight-follow aircraft and coordinate changes in the itinerary or passenger manifest with the crew and others, as required.
Record completed flight activity in the computer scheduling program.
Provide on-call scheduling support when assigned to stand-by duty during non-business hours, weekends, and holidays.

Responsibilities:

Answers the scheduling phone line and responds to requests for use of PepsiCo aircraft.
Records and updates all available information regarding a trip request in the computer scheduling system.
Notifies the Manager of Flight Scheduling, the Manager of Flight Operations, and the Director of Aviation of all requests for international travel, non-business (personal) travel, or potential use
of charter aircraft.
Coordinates with the base Manager of Maintenance to provide an aircraft that is suitable for the intended trip.
Coordinates with the Manager of Flight Operations to provide crewmembers for the intended trip.
If the request conflicts with another request, refers to the PepsiCo Aircraft Users Prioritization and Authorization Listing to determine which trip can be supported.
If Aviation resources are not available to support a trip, works with the requester to explore alternative dates and/or times, or to determine if charter service is a suitable option. If requested, gets charter quotes and assists with booking.
When a trip is confirmed, works with the requester and/or passengers to finalize the itinerary, passenger list, catering and other service requests.
Ensures that passengers have current passports, visas, and other personal documents required for international travel.
Arranges landing and departure slots at required airports.
Time permitting, may arrange hotel reservations, ground transportation, and/or airline reservations for PepsiCo employees.
Posts the aircraft and crew schedule and updates it as soon as changes become known.
Conducts pre-departure briefing for crewmembers and ensures they have a current package of trip documents.
Conducts flight following of PepsiCo aircraft and informs others of the aircraft position and status.
Coordinates enroute changes in the itinerary and passenger manifest. Determines how changes may affect other scheduled events and notify the appropriate managers.
Tracks the weather daily as it relates to the flight schedule.
Formulates contingency plans for mechanical and weather delays.
Records completed trip information in the computer scheduling system and generates reports for distribution and required files.
Assists in preparing reports of division use for management summaries and period charge backs.
Provides ongoing liaison with executive assistants regarding daily flight activity, as well as policies and limitations of aircraft and crews that could affect service.

Compensation and Benefits:

The expected compensation range for this position is between $66,700 - $103,900.
Location, confirmed job-related skills, experience, and education will be considered in setting actual starting salary. Your recruiter can share more about the specific salary range during the hiring process.
Paid time off subject to eligibility, including paid parental leave, vacation, sick, and bereavement.
In addition to salary, PepsiCo offers a comprehensive benefits package to support our employees and their families, subject to elections and eligibility: Medical, Dental, Vision, Disability, Health, and Dependent Care Reimbursement Accounts, Employee Assistance Program (EAP), Insurance (Accident, Group Legal, Life), Defined Contribution Retirement Plan.

Qualifications:

Two years of aircraft scheduling/dispatch experience.
Two years experience of direct interaction with travel coordinators – preferably dealing with top-level executives.
Two years experience using a computer flight scheduling and records-keeping system, demonstrating a thorough understanding of its use.
Experience with international trip planning (desired).
Demonstrates a comprehensive knowledge of the PepsiCo Aviation Department Policies and Procedures Manual, CFRs, and other regulations applicable to the aviation environment.
Proficiency in people skills when interacting with others, both inside and outside the department.
Ability to communicate well with others—both conversationally, and in writing.

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